Goods Out on the Warehouse App

Introduction

Goods Out orders can be managed directly from the warehouse mobile app, allowing staff to find orders, allocate and dispatch stock, and complete shipments from the warehouse floor. On the app, Goods Out orders are referred to as Outbound orders. This guide covers the full outbound workflow on the app.

Finding an Outbound Order

There are two ways to locate an outbound order:

Option A: Browse the Outbound Tab

1. From the Home Screen, tap the Outbound tab at the bottom of the screen.
2. You'll see a list of all outbound orders assigned to your site. Each order card shows:
   • Order number (e.g. GO-001234)
   • Reference (sales order or external reference)
   • Status badge — blue for Pending, orange for In Progress
   • Customer name
   • Date (shown in red if overdue)
   • Line count (number of product lines on the order)
3. Use the search bar at the top to filter orders by order number, reference, or customer name.
4. Tap the filter icon to filter by status — select Pending or In Progress. A coloured filter icon indicates an active filter.
5. Pull down on the list to refresh and fetch the latest orders.

Tap any order card to open it.

Option B: Scan a QR Code

1. From the Home Screen, tap the QR scan button (floating button with QR icon).
2. Point your camera at a Goods Out QR code.
3. The app identifies the order and opens it directly.

Viewing Order Details

Once you open an outbound order, the Order Detail screen shows:

• Order number in the header
• Customer name, date, and reference
• Notes from the order (if any)
• Documents — tap to view attached files (pick lists, shipping labels, etc.)
• Order lines — each line represents a product to be dispatched

Each line displays:

• Product name and product code
• Line reference (if set)
• Restrictions badge — a red lock icon showing how many batch restrictions exist (e.g. "2 restriction(s)")
• Progress — allocated quantity vs expected quantity (e.g. "3 / 5")

Taking Photos

Tap the camera icon in the top-right to photograph the dispatch (e.g. packed pallets, shipping labels). Photos are uploaded and attached to the order.

Understanding Batch Restrictions

Some outbound lines have batch restrictions — specific batches that must be allocated before any other stock can be used.

When viewing a line's items, a red warning card shows:

• The number of restricted batches that must be allocated first.
• Each restricted batch with its batch reference and allocated / required quantity.
• Once all restrictions are fulfilled, the message updates to "All restrictions fulfilled".

If restrictions are locked, only the specified restricted batches can be allocated — no other stock is permitted on that line.

Allocating Items

Allocation is the process of assigning specific warehouse stock to an outbound order line.

1. From the Order Detail screen, tap an order line to open the Line Items screen.
2. You'll see:
   • Line progress (allocated vs expected quantity)
   • Restrictions card (if applicable)
   • Allocated items already assigned to this line
3. Tap Allocate Item at the bottom.
4. The QR scanner opens — scan a warehouse item QR code.

Scan Verification

The system checks the scanned item before proceeding:

• The item's product must match the line's expected product.
• If batch restrictions exist and are not yet fulfilled, the scanned item must match a restricted batch.
• The item must have available quantity.

If verification fails, an error message explains why:

• "This item belongs to X, not Y" — wrong product scanned.
• "X restricted batch(es) must be allocated first" — restrictions not yet satisfied.
• "This item has no available quantity to allocate" — item is empty or fully committed.

Entering the Quantity

After a successful scan, the Allocate screen shows:

• Expected product (name and code)
• Scanned item details — item number, batch reference, location, and available quantity
• Restrictions warning (if the item matches a restricted batch)
• Line progress — current vs expected quantity

Enter the quantity to allocate:

• Tap Set to max to auto-fill with the maximum allowable quantity (the lesser of remaining needed or available stock).
• The quantity must be greater than zero and cannot exceed the maximum.

Tap Allocate to submit. A confirmation message appears and you're returned to the Line Items view.

Viewing Stock Locations

Tap the help icon in the top-right of the Line Items screen to view all warehouse locations holding this product — useful for knowing where to pick from.

Managing Allocated Items

On the Line Items screen, all allocated items are listed showing:

• Batch reference
• Item number
• Quantity allocated
• Dispatched status — a green checkmark and "Dispatched" label if already dispatched

Dispatching an Allocation

1. Tap an allocated item that hasn't been dispatched yet.
2. A confirmation dialog appears.
3. Tap Dispatch to confirm.
4. The item is marked with a green checkmark indicating it has been dispatched.

Removing an Allocation

1. Long-press an allocated item that hasn't been dispatched yet.
2. A confirmation dialog appears.
3. Tap Remove to confirm.
4. The allocation is removed from the line.

Completing an Outbound Order

Once all items have been allocated and dispatched (or you're ready to close the order):

1. From the Order Detail screen, tap Complete Goods Out at the bottom.
2. If any lines are under-allocated (less than expected), a warning panel lists them with their quantities. You can still proceed.
3. Enter your name.
4. Draw your signature on the signature pad. Use Clear Signature to start over if needed.
5. Tap Confirm to submit.
6. The order is marked as complete and you're returned to the order list.